Archive Files to FTP Server

Cloud Voice can copy your call recordings and system backups to an external FTP (File Transfer Protocol) server, either as a one-off transfer or on a repeating schedule. To set this up, you first register the FTP server as an archive destination and then create a task that decides which files are sent and when.

Requirements

• PBX firmware: Version 84.22.0.17 or later.
• Plan: Enterprise Plan (self-managed deployment) or Ultimate Plan (Cloud Voice-hosted deployment).

Limits

• Up to 10 archive servers.
• Up to 200 archive tasks.

Before you begin

Gather the following so the connection can be configured without interruption:

• An FTP server. Have its domain or IP address, port, and file transfer protocol ready.
• An FTP account that can both read and write. Note its username and password.

Note

If you want Cloud Voice to remove old files from the server automatically, the FTP account also needs permission to delete files.

Step 1: Register the FTP server as an archive server

1. Sign in to the web portal and go to System > Archive.

2. On the Archive Task tab, click Archive Server.

   

3. Click Add and fill in the dialog:

   

   • Name: A label that helps you recognize this server.
   • Server Type: Select FTP.
   • FTP Server Domain/IP: The address of your FTP server.
   • Port: The port the server listens on. The default is 21.
   • File Transfer Protocol: Choose the protocol your server supports:

     • FTP: Standard File Transfer Protocol.

     • FTPES: FTP secured with explicit TLS/SSL (Transport Layer Security), which encrypts the connection.

       Note

       • TLS must be turned on and its encryption policy properly configured on the FTP server.
       • Only TLS v1.2 is supported.
   • Username: The FTP account username.
   • Password: The password for that account.

4. Click Save. The server now appears in the archive server list.

5. Close the window.

Step 2: Create an archive task

1. On the Archive Task tab, click Add.

2. Complete the Task Configuration section:

   

   • Name: A label that helps you recognize this task.

   • File Type: Choose Recording Files or Backup Files.

   • Data Range: The time span of files to include. You can cover up to 31 days per task.

   • Sync Frequency: How often the task runs:

     • Once: Archives the files as soon as you save the task.
     • Daily: Runs each day at a time you select.
     • Weekly: Runs on a chosen day of the week at a chosen time.
     • Monthly: Runs on a chosen day of the month at a chosen time.

     Caution

     Archiving large volumes of data draws on the system’s CPU. Schedule recurring tasks for off-peak hours.

   • Recording File Format: The download format for recordings. This field appears only for recording-file tasks, and every recording in the system is downloaded and stored in the format you pick.

3. Complete the Storage Configuration section:

   • Archive Server: Select the FTP server you registered in Step 1.

   • Select Folder/Path: Optional. The folder that receives the files, for example pbx/backup/. Leave it empty to use the root directory.

   • Storage Method: How files are laid out on the server. The available options depend on whether the task runs once or repeats.

     For a one-time task:

     • Create Task Folder: Creates a folder named FileType-TaskName under the path and stores the files there.
     • Save Directly to Selected Path: Writes the files straight to the path with no folder.

     For a recurring task:

     • Create Folder per Execution: Creates a folder named FileType-TaskName-ExecutionDate under the path on every run.
     • Create Task Folder Once and Reuse It: Creates a folder named FileType-TaskName on the first run and reuses it for later runs.
     • Save Directly to Selected Path: Writes files straight to the path on every run, with no folder.

   • Skip archived files: Optional, and available only for recording-file tasks. When enabled, files already archived are left out. When disabled, they are archived again: the stored location is refreshed, but the earlier copy on the server is not removed.

   • Delete local files after archiving: Optional, and available only for recording-file tasks. When enabled, local copies are removed once archived; the recordings stay playable and downloadable from the admin portal and the Cloud Voice App, but are no longer available for playback or download on the third-party server or in Microsoft Dynamics 365. When disabled, local copies are kept.

   • Organize Files by Date: Optional. When enabled, the system adds date subfolders named YYYYMMDD (for example, 20260301) under the storage path. When disabled, files go directly into the path.

     Note

     If the selected date range holds only a single record, no date subfolder is created and the file is stored directly in the path.

4. Optional: set a retention policy so older archives are cleaned up automatically.

   Note

   • This section appears only for recurring tasks.
   • The FTP account must have permission to delete resources on the server.

   

   • Retention Type:

     • Retention by Quantity: Keeps a maximum number of files or folders in the storage path. Enter the ceiling in Retention Limit (files/folders); once it is exceeded, the oldest items are deleted.

     • Retention by Days: Keeps files or folders for a maximum period. Enter the number of days in Retention Limit (in days); anything older is deleted.

       Note

       • The period is counted from the time a file is archived to the server, not from when it was created on the system.
       • Days are measured as exact 24-hour intervals, not calendar days.
   • Retention Limit: The maximum number of files or folders, or the maximum number of days, depending on the retention type.
   • Retention Unit:
     • Folder: Applies to the task folders created on the server. This is available only when Storage Method is Create Folder per Execution, and it does not count the date subfolders produced by Organize Files by Date.
     • File: Applies to the individual archived files.

5. Click Save.

Result

The selected files are copied to the target folder on your FTP server, either right away or at the scheduled time.

Note

The system runs one task at a time to protect performance. When several tasks are due, they run one after another in a queue.

You can confirm the outcome in two places.

In Cloud Voice: Go to System > Archive > Archival Logs. A Succeeded value in the Result column means the files reached the FTP server.

If a task fails, the Failed to Archive File(s) event is raised. Use the retry control on the log entry to run it again.

On the FTP server: Open the target folder. If the expected files are listed, the archive succeeded.